Employee functions: restaurant Employees will most commonly access the Scheduling module through the R365 Mobile app. Employees will also have access to a limited-use 'Employee Portal' that is accessed using a web browser. Employees can check their schedule, make requests (such as Time-off and Shift Trades), claim Open Shifts, and view Manager Announcements.

In order to access the Scheduling module it must be activated. This occurs by default for all new customers. If you do not currently have access to the Scheduling module, please contact R365 Support

Security

Once the module is activated, it can be accessed by Users or Employees as described below:

User Access

Users with the following security roles will have full access to the Scheduling module for their assigned Locations:

Accounting Manager

Restaurant Manager

A 'Scheduling Only' role has been created for team members that will assist in the Scheduling, such as Shift Leads:

Scheduler

The Scheduler role will only grant access to the Scheduling module, and will hide all Employee pay rates. Click here for more information on Assigning Security Roles

Employee Access

All Employees that have been set up within your POS systems will be imported and created as Employee Records in Restaurant365. These records are accessible in the 'Employees' list located in the left nav of the Scheduling module.

Each Employee that will be using the Scheduling module must be granted 'App Access' on the Employee Record. This will create a R365 User profile for the Employee and automatically assign the 'Employee App Access' Security Role to their profile.

Both Users and Employees can access the Scheduling module by logging in through a web browser by selecting 'Scheduling' from the module selector. This will switch the view of the left hand navigation pane to show all Scheduling lists. Creating new records associated with scheduling can also be accessed from the 'Scheduling' menu in the top ribbon. Employees have limited access via the Employee Portal and R365 Mobile App.

Employee Access to Scheduling

Employees can login to the system through a web browser or the Mobile App and access certain Scheduling features. This training article can be used to educate your Employees on how to use the R365 Mobile App, as well as update their Employee Profiles. Click here for training on Employee Access to Scheduling

The 'Schedule' screen is a Weekly or Daily view of the schedule where you can manage Employee Shifts in a simple drag and drop form. Click here for more information on the Schedule Calendar View

Smart Scheduling

The Scheduling Module can make suggestions to your team as the Schedule is created based on Forecasted Sales and SPLH Goals. Click here to learn more about Smart Scheduling

Shifts

Shifts are the detailed Employee assignments on the Schedule. The Shift form can be opened from within the Schedule screen or from the main menu. Click here for more information on Shifts

Requests

Employees can make requests for time-off, shift trades, shift drops, and claiming open shifts from within the system. Managers can be alerted and approve or deny these requests while Employees are alerted of the status. Click here for more information on Schedule Requests

Employees

Employees can be imported from the Point of Sale (POS) system and then managed in Restaurant365. Additionally, you can manually create Employees in Restaurant365. Click here for more information on Employee Setup

Jobs

Jobs can be imported from the Point of Sale (POS) system and then managed in Restaurant365. Additionally, you can manually create Jobs in Restaurant365. Click here for more information on Jobs

Job Responsibilities

Job Responsibilities allow you to put more detailed qualifications on a Job and specify which Employees have those qualifications. When assigning shifts you can set which responsibilities/qualifications are required and limit which Employees are eligible for that Shift. Click here for more information on Job Responsibilities

Local Events

Local Events allow you to enter or import a list of Events happening in the area (local sporting event, conference, etc) that might effect the Restaurant from a Scheduling standpoint. These will appear on the Scheduling Calendar View to help when determining staffing needs. Click here for more information on Local Events

Sites

Sites are places an Employee might be assigned to work that is away from the Restaurant, such as at a banquet room, wedding, etc. A Site can be recorded on a Shift so the Employee can see the physical address where they'll be working that shift.

The Restaurant Manager can create Announcements and assign them start dates and expiration dates. These dates will determine when the Announcement will appear for the Employees. Announcements can also be sent out via text or email. Click here for more information on Scheduling Announcements

Scheduled Now

This view in the system gives the Restaurant Manager a quick view as to who should be working right now. They can also change the date and time for a quick view of who is scheduled at other times as well. Click here for more information on the Scheduled Now View

Labor Actual vs Scheduled Report

This report can be run once actual labor has been imported from the POS system. The actual labor is compared against the scheduled shifts. This report is run from the 'My Reports' page on the the 'Labor' tab. In order to access this report, it will need to be assigned to your Report Role. Contact the R365 administrator in your Organization to request access to this report.

As of 10/31/2017, Scheduling V1.5 was released, and this article replaced the original Scheduling Overview & Security (which was published on 3/10/2016). Click here to download the original article in PDF form.